RFP # FDC-867, Audio Visual Events Services
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Transcript of RFP # FDC-867, Audio Visual Events Services
RFP # FDC-867, Audio Visual Events Services Negotiation Summary for The AV Company
2/19/15
Page 1 of 1
1. The pricing schedule for this contract is included as Attachment A.
2. As an agency of the Commonwealth of Virginia, James Madison University makes payment(s) in accordance with the Code of Virginia, §2.2-4347 through 2.2-4354, Prompt Payment.
3. The AV Company will waive the 50% deposit for events that exceed $10,000.00.
4. Note the following cancelation policy changes hereby incorporated into the contract:
a. The contractor shall allow for 24-hour cancelation of small-scale events (defined as events with A/V service of more than $1,000.99.
b. The contractor shall allow for 30 days cancelation notice of large-scale events (defined as events with A/V service of less than $1,001.00.
c. Both THE AV COMPANY and JMU will be released from their respective obligations in the event of national emergency, war, prohibitive governmental regulations or if any other cause beyond the reasonable control of the parties renders performance of any contract between them impossible, and whereupon both parties return to their pre-contractual positions, minus all reasonable documented fees and expenses incurred as of the date of notice of force majeure.
5. JMU student employees will be allowed to be used for mobilizing equipment as long as they are trained on basic procedures for lifting and moving objects. This training will be maintained and administered by James Madison University.
6. Contract shall have purple velour draping available (up to 16’) for JMU’s use.
7. Contractor has disclosed all fees. No additional fees shall be accepted.
8. Renderings shall be provided for all events with a cost greater than $10,000.00. JMU may request renderings for events with a cost less than $10,000.00 on a case-by-case basis. The rendering cost for event costing less than $10,000.00 will be $250.00.
9. Livestreaming services to a private premium Livestream.com channel for an event that is being recorded will cost $450. Events not recorded (no cameras are already at the event), will be based on the number of cameras – one camera with livestream will be $1950/whole day and $1200/half day. Each additional camera will be $1500/full day and $750/ half day. Cost includes the camera operator in all cases.
TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Group Cat Item LIST PRICE JMU PRICE (25% Off)Audio Accessories Direct Box - Active $30 $23Audio Accessories Direct Box - Passive $20 $15Audio Accessories PC Audio Adapter $40 $30Audio Microphone Conference One Microphone System $675 $506Audio Microphone Countrymen Mic $75 $56Audio Microphone Drum Mic Kit $150 $113Audio Microphone Goose Neck Microphone Stands $8 $6Audio Microphone Microphone - Boundary $35 $26Audio Microphone Microphone - Chairman Console C1 $85 $64Audio Microphone Microphone - Choir $85 $64Audio Microphone Microphone - Delegate Console C1 $65 $49Audio Microphone Microphone - Shotgun with shock mount $60 $45Audio Microphone Microphone - Slimline 12'' $35 $26Audio Microphone Microphone - SM57 $35 $26Audio Microphone Microphone - SM58 $35 $26Audio Microphone Microphone - SM58 Switched $35 $26Audio Microphone Microphone - ULXP4 Wireless System $125 $94Audio Microphone Microphone Stand - Boom $8 $6Audio Microphone Microphone Stand - Telescopic $8 $6Audio Microphone Microphone Stands Table Top $8 $6Audio Microphone Shure Beta 52A $40 $30Audio Microphone Shure Beta 58A $40 $30Audio Microphone Shure Beta 91A $60 $45Audio Microphone Shure Beta 98A $60 $45Audio Microphone Slimline 18 Mini Flex Podium Microphone" $35 $26Audio Misc Hearing Impaired System Headset $35 $26Audio Misc Hearing Impaired System Transmitter $250 $188Audio Misc Press Box - 24 Channel $125 $94Audio Misc Press Box 12 Channel $75 $56Audio Mixer Mixer - 12 channel Mic/Line $75 $56Audio Mixer Mixer - 16 channel Mic/Line $110 $83Audio Mixer Mixer - 24 Channel $150 $113Audio Players CD Recorder/Player $55 $41Audio Recorders Recorder - Digital $90 $68
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Audio Speaker 4/2 JBL VRX System $850 $638Audio Speaker 6/2 JBL VRX System $1,200 $900Audio Speaker 6/4 JBL VRX System $1,400 $1,050Audio Speaker 8/2 JBL VRX System $1,400 $1,050Audio Speaker 8/4 JBL VRX System $1,700 $1,275Audio Speaker Apogee APL 500 Powered Speaker-Head Unit $250 $188Audio Speaker Apogee Sound System $800 $600Audio Speaker Apogee Speaker Stands $45 $34Audio Speaker Apogee Sub Woofer $200 $150Audio Speaker Bose MA12EX Sound Package $850 $638Audio Speaker Flying T" Bar (JBL Array)" $45 $34Audio Speaker JBL Speaker Cranks $45 $34Audio Speaker Speaker - 15'' Powered with Bag w/tripod stand $100 $75Audio Speaker Speaker - BOSE Loudspeaker (3 parts) $195 $146Audio Speaker Speaker - SubWoofer JBL VRX918SP $175 $131Audio Speaker Speaker - VRX900 Head Unit $175 $131Audio Speaker Stand-JBL Bass/Sub Poles $15 $11Audio Speaker Stand-Mackie Bass/Sub Poles $15 $11Audio Speaker Sub Woofer - 18'' Powered $125 $94Audio Speaker Tripod/Stand - Speaker $15 $11Audio Speaker Tripod/Stand - Speaker JBL $15 $11Audio Digital Mixer Digital Snake (Front of House Unit) $175 $131Audio Digital Mixer Digital Snake Remote Control $15 $11Audio Digital Mixer Digital Snake-Stage Unit $175 $131Audio Digital Mixer REAC Cable w/Spool 100m $15 $11Audio Digital Mixer Roland 16/32 Channel Digital Mixer $350 $263Audio Digital Mixer Roland 24 Channel Digital Mixer $850 $638Cables AC Cables 3 Phase Distro Box $250 $188Cables AC Cables 5 Wire Banded Feeder Cable 100' $150 $113Cables AC Cables AC Adapter - 6 Socket with 25' AC $15 $11Cables AC Cables AC Adapter 3 Socket (Black) $5 $4Cables AC Cables AC Adapter 3 Socket (White) $5 $4Cables AC Cables AC Cable - 100' Black $15 $11Cables AC Cables AC Cable - 100' White $25 $19Cables AC Cables AC Cable - 25' Black $15 $11Cables AC Cables AC Cable - 25' White $15 $11
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Cables AC Cables AC Cable - 50' Black $15 $11Cables AC Cables AC Cable - 50' White $15 $11Cables AC Cables AC Power Connector $15 $11Cables AC Cables SOCA PAX 100' (BLK) $150 $113Cables AC Cables SOCA PAX 100' (WHT) $150 $113Cables AC Cables Surge Protector (Black) $15 $11Cables AC Cables Surge Protector (White) $15 $11Cables AC Cables Wall Mount 6-Pack (WHT) $15 $11Cables Audio Cables 1/4'' to 1/4'' Cable - 6' $15 $11Cables Audio Cables 1/8 Stereo Male to Female 1/8" Stereo" $15 $11Cables Audio Cables 1/8 to Dual RCA 6'" $15 $11Cables Audio Cables Audio Snake - 16 Channel $75 $56Cables Audio Cables C1-B Cable for Delegate Mic System 10m $15 $11Cables Audio Cables Conference One Cable Adapter $15 $11Cables Audio Cables RCA Composite A/V Cable $15 $11Cables Audio Cables RCA Dual to RCA Dual, 10' $15 $11Cables Audio Cables RCA Dual to RCA Dual, 4' $15 $11Cables Audio Cables RCA to RCA (single) 10' $15 $11Cables Audio Cables RCA to RCA (single) 4' $15 $11Cables Audio Cables XLR Cable - 100' $25 $19Cables Audio Cables XLR Cable - 25' $15 $11Cables Audio Cables XLR Cable - 50' $15 $11Cables Audio Cables XLR Cable 10' - Black $15 $11Cables Audio Cables XLR Cable 3' - Black $15 $11Cables Audio Cables XLR Cable 6' - Black $15 $11Cables Audio Cables XLR Male to Mono 1/4 Male" $15 $11Cables Audio Cables XLR Male to Stereo 1/4 Male 6'" $15 $11Cables Audio Cables XLR Y Cable Female to (2) Male $15 $11Cables Audio Cables XLR Y Cable Male to (2) Female $15 $11Cables Audio Cables Y cable - Stereo 1/4'' Male to (2) 1/4'' Male Mono $15 $11Cables DMX Cables DMX Cable 10' $15 $11Cables DMX Cables DMX Cable 25' $15 $11Cables DMX Cables DMX Cable 5' $15 $11Cables DMX Cables DMX Cables 50' $15 $11Cables DMX Cables DMX Datastream Splitter $45 $34
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Cables V Cables 1/8 Video Male to 3 RCA, 6'" $15 $11Cables V Cables BNC Cable - 50' Black $15 $11Cables V Cables BNC Cable - 6' Black $15 $11Cables V Cables BNC Cable -100' Black $25 $19Cables V Cables CAT5 Cable, 100' $25 $19Cables V Cables Cat5 Cable, 25' $15 $11Cables V Cables Cat5 Cable, 50' $15 $11Cables V Cables Cat5 Cable-6' $15 $11Cables V Cables Coaxial Cable, 100' $25 $19Cables V Cables Coaxial Cables 6' $15 $11Cables V Cables Component Video Cable 4' $15 $11Cables V Cables Firewire 6' 6pin to 6pin $15 $11Cables V Cables FIREWIRE CABLE 10' $15 $11Cables V Cables HDMI to DVI Cable $15 $11Cables V Cables RGBHV Cable - 100' - Black $15 $11Cables V Cables RGBHV Cable - 6' - Black $15 $11Cables V Cables S Video Cable, 3' $15 $11Cables V Cables USB (A) TO USB (B) $15 $11Cables V Cables XGA Cable - 100' $25 $19Cables V Cables XGA Cable - 50' $15 $11Cables V Cables XGA Cable 6' (male to female) $15 $11Cables V Cables XGA Cable w/stereo Mini - 25' $15 $11Cables V Cables XGA Cable, 75' $15 $11Cables V Cables XGA Cables 6' Black (male to male) $15 $11Cables V Cables XGA Female to BNC Female $15 $11Cables V Cables XGA Male to Component Video (RGB), 4' $15 $11Cables V Cables XGA to 5 BNC Female $15 $11Cables V Cables XGA to 5 BNC -Male 1' $15 $11Cables V Cables XGA TO RGBHV 50' $15 $11Draping Packages 10' Draping Package $175 $131Draping Packages 10' Draping Package - ADDON $175 $131Draping Packages 100' Draping Package $1,750 $1,313Draping Packages 20' Draping Package $350 $263Draping Packages 20' Draping Package - ADDON $350 $263Draping Packages 50' Draping Package $875 $656Draping Packages 50' Draping Package - ADDON $875 $656
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Furnishings &Office A/V Carts (Short) $25 $19Furnishings &Office A/V CARTS (Tall) $35 $26Furnishings &Office Corkboard 3x5 $85 $64Furnishings &Office Document Camera $125 $94Furnishings &Office Dry Erase Wheeled Casters w/ markers $195 $146Furnishings &Office Dry Erase White Board on Easels $85 $64Furnishings &Office Easel (Tripod) $15 $11Furnishings &Office Fax/Copy Machine $75 $56Furnishings &Office Flip Chart Easel w/markers & paper $52 $39Furnishings &Office Flipchart Easel (Hardback) $20 $15Furnishings &Office Free Standing Cork Boards w/pins DBL SIDED $85 $64Furnishings &Office Laptop $150 $113Furnishings &Office Laser Pointer- Green $35 $26Furnishings &Office Mouse - Wireless Presentation $25 $19Furnishings &Office Mouse - Wireless Presentation $25 $19Furnishings &Office Mouse - Wireless Presentation $105 $79Furnishings &Office Podium - Table Top $35 $26Furnishings &Office Podium Standing Lucite $105 $79Furnishings &Office Polycom - Soundstation $80 $60Furnishings &Office Printer - HP Laser Jet $75 $56Furnishings &Office Printer - HP Laser Jet 4000N $75 $56Furnishings &Office Shredder - Paper and CD/DVD $125 $94Furnishings &Office Speaker Timer $65 $49Furnishings &Office Walkie-Talkies (w/handsfree adaptors,charger, $45 $34Furnishings &Office Welt Stand (small) $15 $11Furnishings &Office Welt Stands $15 $11Lighting Control 48 Chan Light Board $90 $68Lighting Control Computer Control Board $250 $188Lighting Control Stage Setter 8 $65 $49Lighting Dimmer Dimmer - Lutron 600 Watt $75 $56Lighting Dimmer Dimmer - Lutron 2000 watt $75 $56Lighting Dimmer Dimmer Pack (8 Socket) $75 $56Lighting Dimmer Dimmer Pack 4x600W $75 $56
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Lighting Fixture Airstar Crystal 160 - 62 Diameter" $650 $488Lighting Fixture AirStar Lighting Package $750 $563Lighting Fixture Airstar Lunix 200 Light Ball $750 $563Lighting Fixture Chauvet Abyss LED 2.0 $65 $49Lighting Fixture COLORado 1Tour LED $95 $71Lighting Fixture Ellipsoidal - 26 degrees - White $90 $68Lighting Fixture Ellipsoidal - 50 degrees - White $90 $68Lighting Fixture Ellipsoidal 26 Degrees-Black $90 $68Lighting Fixture Intelligetn Lighting - Design Spot 250 $325 $244Lighting Fixture Mac600 Moving Light Fixture $375 $281Lighting Fixture MBT Par 38SKIT $50 $38Lighting Fixture Opti Par 575 W - Black $60 $45Lighting Fixture Opti Par 575 W -White $60 $45Lighting Fixture Par 38-Black $50 $38Lighting Fixture Par Can 56 - White $65 $49Lighting Fixture Par Can 64 - Black $65 $49Lighting Fixture Pin Spots Par 36 - White $65 $49Lighting Fixture Tri LED Light Black $95 $71Lighting Fixture TRI LED WHITE $95 $71Lighting Fog Fog Machine $75 $56Rigging Clamp Air Wall Hangers $15 $11Rigging Clamp Beam Clamps $10 $8Rigging Clamp Cheeseboro Clamp, 90deg Lock, Steel $5 $4Rigging Clamp Cheeseboro Clamps 90deg Lock - Black $5 $4Rigging Clamp Cheeseboro Coupler, Steel $5 $4Rigging Clamp Cheeseboro, Black, Coupler $5 $4Rigging Clamp Cheeseboro, Straight, Steel $5 $4Rigging Clamp Mega Clamps (Black) $5 $4Rigging Clamp Mega Clamps-STEEL $5 $4Rigging Clamp Micro Clamps (Black) $5 $4Rigging Clamp Micro Clamps (Steel) $5 $4Rigging Clamp Mini Clamps $5 $4Rigging Clamp Pipe to Clamp Adaptor $15 $11Rigging Clamp Steering Wheels $5 $4
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Rigging Clamp Tent Side Pole Coupler 2.5" $15 $11Rigging Clamp Tent Side Pole Coupler 3 1/2" $15 $11Rigging Clamp Tent Side Pole Coupler 4 1/2" $15 $11Rigging Clamp Wide C Clamps (Black) $10 $8Rigging Clamp Wood Base Plates for Lights $5 $4Rigging Misc Sandbag 25# $15 $11Rigging Pipes 1 1/2 Pipe (Threaded), 4'" $5 $4Rigging Pipes 1 1/2 Pipe (Threaded), 6'" $5 $4Rigging Pipes 1 1/4 Pipe (Threaded), 3'" $5 $4Rigging Pipes 1 Pipe (Threaded), 2'" $5 $4Rigging Pipes 1 Pipe (Threaded), 5'" $5 $4Rigging Pipes 1 Pipe (Threaded), 6'" $5 $4Rigging Pipes 1 Pipe (Unthreaded), 3'" $5 $4Rigging Pipes 1/2 Pipes (Sectional), 9'" $5 $4Rigging Pipes 2 Pipe (Threaded), 10'" $5 $4Rigging Pipes 2 1/2 Pipe (Threaded), 6'" $5 $4Rigging Pipes 2 Pipe (Threaded), 3'" $5 $4Rigging Pipes 2 Pipe (Threaded), 5'" $5 $4Rigging Pipes 2 Pipe (Unthreaded), 3.5'" $5 $4Rigging Pipes 2 Pipe (Unthreaded), 5'" $5 $4Rigging Pipes 3/4 Pipe (Threaded), 2'" $5 $4Rigging Pipes Adjustable Bars 16' $25 $19Rigging Pipes Draping Crossbar $10 $8Rigging Pipes Draping Upbars $8 $6Rigging Stands Boom and Base Light Stand $95 $71Rigging Stands Genie Lift (20' Max) $250 $188Rigging Stands Lighting T-Bars $35 $26Rigging Truss Box Truss Baseplates $25 $19Rigging Truss Truss Picks $15 $11Rigging Truss Trussing 1m Sections (Box) $50 $38Rigging Truss Trussing 1m Sections (Flat) $25 $19Rigging Truss Trussing 2m Sections (Box) $65 $49Rigging Truss Trussing 2m Sections (Flat) $40 $30Rigging Truss Trussing 3m Sections (Box) $75 $56Rigging Truss Trussing 3m Sections (Flat) $50 $38Rigging Truss Trussing 3-Way Corners (Box) $50 $38
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Video Accessories Camera Tripod - Medium Duty $25 $19Video Accessories DA - VGA Distribution Amp- Kramer $50 $38Video Accessories DA - VGA Distribution Amplifier $50 $38Video Accessories Digital Camera Tripod $25 $19Video Accessories Plasma Mounts/Brackets $25 $19Video Accessories Universal Projector Mount (Spider) $35 $26Video Accessories Video DA $50 $38Video Camera Canon XL2 Mini DV Camera w/ Tripod $275 $206Video Camera JVC DV Camcorder $325 $244Video Camera Panasonic HD Camera $550 $413Video Displays Display - 26'' LCD Monitor $175 $131Video Displays Display - 32'' LCD Monitor $200 $150Video Displays Display - 42'' Plasma w/ speakesrs $300 $225Video Displays LCD 22 DISPLAY" $150 $113Video Displays Monitor - Trinitron Color Monitors 9' $75 $56Video Displays Sharp Aquos 60 LED Monitor" $650 $488Video Lighting Arri Light Kit $175 $131Video Package 1-Camera Production, Daily $1,500 $1,125Video Players Blu-Ray Player $75 $56Video Players Professional DVD Player $75 $56Video Recording Digital Video Recording Package $700 $525Video Recording DVCam Recorder $150 $113Video Screen 10.5x14' Frame and Bottom Skirt $235 $176Video Screen 10x16 Ft. Screen $475 $356Video Screen 6x8 Frame and Bottom Skirt $210 $158Video Screen 7x10 Frame and Bottom Skirt $225 $169Video Screen 8' Diplomat Screen w/ Bottom Black Skirts $75 $56Video Screen 9x12 Fast Fold Frame and Bottom Skirt $225 $169Video Screen 9x16 Inflatable Screen Kit $450 $338Video Screen Adjustable Dress Kits (Blue) - 6x8 to 10.5x14 $175 $131Video Screen Dress Kit (Blue) adjustable $175 $131Video Screen Dress Kit, 6x8 (Black) $125 $94Video Screen Dress Kits (Black) - 10.5x14 $200 $150Video Screen Dress Kits (Black) - 9x12 $175 $131Video Screen Insta Theater Screen - 6' $75 $56Video Screen Insta Theater Screen -5' $75 $56
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Video Stands Display Stand - Wheels w/ shelf $100 $75Video Switcher Production Video Mixer with Monitor and Effects $950 $713Video Switcher Switcher / Scaler - Computer $350 $263Video Video ConferencinLifeSize Video Conference Unit $550 $413Video Projector Dell 3500 lumen projector $250 $188Video Projector Panasonic 5500 Lumen Projector $450 $338Video Projector Panasonic 7000 Lumens $550 $413Video Projector Projector - 3000 Lumen LCD $250 $188Video Projector Projector - Barco RLM 12 - with lens $1,250 $938Video Projector Projector - DLP 3000 Lumen $250 $188Video Projector Sanyo HD 5000 Lumen Projector $550 $413
LABOR -(Price is per man/ per hour)Specialized Engineet Technician - Audio, Video & Lighting $90 75.00$
Technician Labor - General AV $60 $50
CUSTOM SERVICES
The AV Compnay can work with you to design and customize the technical requirements of your event. Please call to arrange for a consultation.
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THE AV COMPANY September 9, 2015 1205 Fiver Springs Road 2:00PM Charlottesville, VA 22902 RFP# FDC-867
Audio Visual Rental Services
Doug Chester, Buyer Senior
Table of Contents
Cover page .............................................................................................................. 1
Statement of Needs Responses ............................................................................ 2-7
Specific Proposal Instruction Responses .............................................................. 7
RFP Attachment A ................................................................................................. 8
RFP Attachment B ............................................................................................ 9-10
TAV Attachment A- Price List ........................................................................ 11-19
TAV Attachement B – Sample Quotes ........................................................... 20-23
TAV Attachment C – Sample Drawings & Diagrams ................................... 24-25
REQUEST FOR PROPOSAL RFP # FDC-867
Issue Date: August 13, 2015
Title: Audio Visual Event Rental Services
Issuing Agency: Commonwealth of Virginia James Madison University Procurement Services MSC 5720 752 Ott Street, Wine Price Bldg. First Floor, Suite 1023 Harrisonburg, VA 22807
Period of Contract: From Date of Award Through One Year (Renewable)
Sealed Proposals Will Be Received Until 2:00 p.m. on September 3, 2015 For Furnishing The Services Described Herein.
SEALED PROPOSALS MAY BE MAILED, EXPRESS MAILED, OR HAND DELIVERED DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE.
All Inquiries For Information and Clarification Should Be Directed To: Doug Chester, Buyer Senior, VCO, CUPO, Procurement Services, [email protected] 540/568-4272 (Fax) 540/568-7936 not later than five business days before the proposal closing date.
NOTE: THE SIGNED PROPOSAL AND ALL ATTACHMENTS SHALL BE RETURNED In compliance with this Request for Proposal and to all the conditions imposed herein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.
Name and Address of Firm:
The AV Company (TAV, LLC) By:
1205 Five Springs Road Name: JF Legault (Please Print)
Charlottesville, VA 22902 Title: Manager
Date: September 2, 2015 Phone: 434-977-8288
Web Address: www.theavcompany.com Fax #: 434-977-1988
Email: [email protected]
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1__ __ #2_____ #3_____ #4_____ #5_____
SMALL, WOMAN OR MINORITY OWNED BUSINESS: YES - #658214 Small Business & Women Owned
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.
Rev. 7/1/15 (Previous Rev 6/15/15) ABS
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I. STATEMENT OF NEEDS
Offerors shall respond to each of the following:
A. General:
1. All events held at James Madison University are of equal importance. Size of event does notdesignate significance. Describe ability to provide all audio visual services for the following. Bespecific in detailing the event from beginning to end:
a. Large arena concerts
We can support large arena concerts with large format line array speaker stacks (ontowers or flown with motors) for crowds of 6-10 thousand. We can support downstage andupstage truss on motors rigged with a full compliment LED par, blinders and LEDmotorized fixtures. Atmospheric elements such as hazer and foggers can be added todramatize the moment. Large video screens with cameras to provide life size imagemagnification create a full blown concert feel. We can handle all the rigging, motors,stage hands and electrical distribution for large staged events.
We can assist with back line required – amplifiers, keyboards, drum kits, etc.
Our project managers work closely with the client and talent representation to make surethat the artists specified equipment is ready for the show(Rider).
b. Large scale events (e.g.: graduations, building dedications, and athletic banquets)
Important celebrations with distinguished guest in attendance must be put together withgreat care and dedication. Our team has the pedigree to work with you to createimaginative decor and deliver seamlessly produced events.
We work together to deliver your vision for your events. Our in-house designers willdeliver to you real life renderings of your event to help visual the final outcome.
Our project managers will make sure that we offer you the most up to date technology:- High Definition video screens to bolster the message - Tailored fabric treatment to give your event a distinct feel - Custom stage sets to elevate the power of the presenter - Decorative and unobtrusive lighting to create warmth and ambiance - Intelligible audio to make sure the message is delivered clearly. - Professional and knowledgeable staff onsite to manage the production of the event
c. Small scale events (e.g.: presentations and meetings)
Small events get the same attention as larger events. Clients work with a project managerto ascertain the specific needs of the event. Highly trained technician are on hand to installthe equipment and make sure that your event is successful.
From a keynote speech to a multi-session panel discussion we have the equipment that suitsyour needs.
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2. Unanticipated events may be held with little to no notice. Describe the expected turnaround timefor events at James Madison University and how tight deadlines are met.
The AV Company has in place the infrastructure (staffing, equipment and logistics) to meet lastminute requests efficiently.
Geographically, we are within 60-75 minutes from most of JMU buildings. Our telephone systemis answered by a live person 24/7 - 365 days a year.
Currently, we successfully manage, under contract, a one hour service guarantee to UVA and 4other event facilities in the Albemarle county and Charlottesville area.
We are able commit to a 2 – 2.5 hour service guarantee to JMU from the time the request isfinalized.
3. Specify the approximate timeframe for individual event proposals to be submitted to JMU afterreceiving a request.
In most cases (except large events), clients receive quotes the same day.
For large events, generally within 3-5 days following the initial request and/or walk through ofthe event site.
4. Describe the dress code for event staff. Dress code is subject to approval by James MadisonUniversity. All event personnel shall be easily and clearly identified, with the Contractor’s namevisible at all times. Event personnel shall, upon request, present appropriate identification.
Standard dress code is company logo polo shirt, black pants and non-sneaker black shoe.Depending on the formality of the event, technician can have jacket & tie attire.
5. Describe in detail warranty given on all equipment and service.
We strive and are dedicated to providing high customer satisfaction. All equipment and serviceis guaranteed to meet that standard or we do not charge for failed equipment or lapse in service.
6. Describe in detail cancellation requirements.
In writing, 24 hour prior the event for small scale events (defined as events with a value of audiovisual services of less than $1,000.00).
For large events & productions (defined as events with a value of audio visual services of morethan $1,001.00) cancellation notice to be received no less than 30 days prior the event.
7. Identify any certifications and licenses that the contractor and/or employee(s) may currently hold.
Most technicians have one or several certifications below:
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- CTS (Infocomm) – Certified Technology Specialist - Renkus Heinz – RHAON Sound Certification - Bose Control Space Digital Sound Processing - Crestron Certified Installer & Programmer - Lifesize – Video Teleconference Specialist - Extron – Certified Installer & Programmer - DCJS – Department of Criminal Justice Services – Electronic Security Technicians
8. Describe invoicing procedure. Provide sample invoice with proposal.
Following the conclusion of the event, a final invoice is sent via email to the end user andprocurement services.
9. Describe how scheduling conflicts are handled and how your firm will ensure JMU events aregiven top priority.
Every client event receives top priority. Most events are scheduled well in advance and ourproject manager’s schedule crews accordingly. However, we have a sufficient roster oftechnicians to be able to deliver JMU top priority for any short notice events that may comearise.
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B. Equipment:
1. Describe ability to provide audio visual event services including but not limited to speakers,microphones, audio mixers, screens, projectors, lighting elements and equipment.
The AV Company is a full production company with a wide inventory :Audio – Small portable 15” Speaker on Tripod Stand to a 24 unit line array system Microphones for any application from drums to podium Digital audio consoles and signal routing,
Widescreen and NTSC format projection screens – 5’ to 66’ diagaonal Projectors High Definition ranging from 3k-12k+ lumen 2K & 4K production video switchers HD & 4K video capture & recording
LED Stage Lighting including a wide array of moving spots, wash and beam fixtures
Video Projection Mapping Services – We are the only central VA source.
2. Describe ability to provide operational support equipment including but not limited toscaffolding, extension cords, connectors, and patch cords.
The AV Company maintains a full inventory of extension cables, connectors, signal cables andadaptors. We also carry our own ladders, man-lifts and super towers.
3. Provide an itemized equipment rental list of all audio visual equipment available and associatedcost. All equipment rented by James Madison University shall be in good working condition andshall conform to any/all established manufacturer/industry standards.
SEE ATTACHED - TAV ATTACHMENT A - TAV PRICE LIST
4. Describe plan for delivery, set-up, tear-down and pick-up of equipment. Include the associatedcost in section X. Pricing Schedule below.
The AV Company has a policy to be all set and ready for any event to start at least 1hour prior tothe scheduled start time. We will then schedule our delivery and set up time according to thatplan and work with the event venue to coordinate with any restrictions and time limitations it mayhave due to other booked events. As well, for the tear-down, we coordinate with the event contactand the venue representative to schedule the most appropriate time for pick up, whether it isimmediately following the event or the next morning.
5. Describe ability to provide external media feeds.
Other than the usual press box and media truck feeds, the AV Company maintains a PremiumLivestream.com channel and can provide clients the ability to stream there events to the massesvia this web streaming service.
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C. Service:
1. Describe the training, expertise, and supervision of personnel employed by the contractor thatmay be assigned to service James Madison University.
Some of our lead technicians have certifications that are listed above in section A.7. Ourcompany comprises over 100 years combined expertise in the areas of audio visual service, eventmanagement and 5-star hospitality.
2. Describe consultation and guidance that may be provided to James Madison University indetermining audio visual needs for specific events and locations. Describe ability toaccommodate requests for site visits to make recommendations and suggestions concerningequipment needed.
The AV Company prides itself on maintaining a customer service focus and therefore we want toguide our clients through the planning and execution of their event to ensure it is successful. Weschedule and attend planned site visits to determine the client’s vision for the event and how wecan bring that vision to reality. Our Project Manager’s make recommendations and creativesolutions, based on our expertise, that many clients may not have thought about or thoughtpossible.
3. Provide an example of a clear and concise written quote for both a small and large event. Allevent quotes shall state all electrical needs. A diagram or drawing of the event site andequipment layout may be requested on an as needed basis.
SEE ATTACHED – TAV ATTACHMENT B – TAV SAMPLE QUOTESTAV ATTACHMENT C - DRAWING SAMPLES
4. Provide primary contact for James Madison University audio visual event services. Each eventshall have a designated site supervisor responsible for all managerial aspects of the specificsite/event. Designated site supervisor shall be provided on each event quote.
The AV Company will assign Jason Rethemeyer as the primary contact for managing JMU eventservices and each individual event will have a designated Supervisor and/or Technician listed onthe event order.
5. Describe replacement of any malfunctioning/non-conforming equipment. List discounts that willbe given for any inconveniences.
The AV Company will replace any malfunction/non-conforming piece of equipment in areasonable and timely manner to ensure the event is not hindered or delayed. If any equipmentmalfunctions during an event, there would not be any associated charges relating to have piece ofequipment. Any additional discounting will be handled on a case basis.
Typically we carry replacement equipment in our trucks at the event site.
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6. Describe all other services provided and list any associated costs in section X. Pricing Schedule,below.
All services provided are listed in the TAV ATTACHMENT A – PRICE LIST
7. Specify the expertise level and associated hourly rate for onsite technician(s). Provide an hourlyrate in section X. Pricing Schedule.
All AV Company technicians and representatives have at least 2 years of professional experiencein audio visual services and customer service. Project Managers and Lead Technicians have atleast 5 years professional experience. Account Managers have at least 10 years professionalexperience. SEE ATTACHED TAV ATTACHMENT A – PRICE LIST.
B. SPECIFIC PROPOSAL INSTRUCTIONS:
1. Identify the amount of sales your company had during the last twelve months with each VASCUPPMember Institution. A list of VASCUPP Members can be found at: www.VASCUPP.org.
- UVA $353,102.53 (not including UVA Health Systems)
- Virginia Tech $8,975.00
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ATTACHEMNT A
OFFEROR DATA SHEET
1. QUALIFICATIONS OF OFFEROR: Offerors must have the capability and capacity in all respectsto fully satisfy the contractual requirements.
2. YEARS IN BUSINESS: Indicate the length of time you have been in business providing thesetypes of goods and services.
Years 10 Months_2_______
3. REFERENCES: Indicate below a listing of at least five (5) organizations, either commercial orgovernmental/educational, that your agency is servicing. Include the name and address of theperson the purchasing agency has your permission to contact.
CLIENT LENGTH OF SERVICE ADDRESS CONTACT PERSON/PHONE #
UVA Darden School 10 years Charlottesville, VA Jennifer Scheer 434-982-6977
Boars Head Inn 8 years Charlottesville, VA Dave Jefferson 434-296-2181
CFA Institute 10 years Charlottesville, VA Jennifer Woods 434- 951-4855
Sentara Healthcare Leadership Institute
4 years Virginia Beach, VA Wendy Miller 757-363-6225
Virginia Athletic Foundation
8 years Charlottesville, VA MarilynCoates 434.243.3553
4. List full names and addresses of Offeror and any branch offices which may be responsible foradministering the contract.
THE AV COMPANY
1205 Five Springs Road
Charlottesville, VA 22902
NO OTHER BRANCH OFFICE APPLY TO THIS CONTRACT
3. RELATIONSHIP WITH THE COMMONWEALTH OF VIRGINIA: Is any member of the firm anemployee of the Commonwealth of Virginia who has a personal interest in this contract pursuant tothe CODE OF VIRGINIA, SECTION 2.2-3100 – 3131?[ ] YES [ NO ] NOIF YES, EXPLAIN:
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ATTACHMENT B
Small, Women and Minority-owned Businesses (SWaM) Utilization Plan
Revised 6/15/15 ABS Offeror Name: __The AV Company__ Preparer Name: JF Legault / Jason Rethemeyer Date: _September 2, 2015________
Is your firm a Small Business Enterprise certified by the Department of Small Business and Supplier Diversity (DSBSD)? Yes__X___ No_____ If yes, certification number: _658214___________ Certification date:___August 2015___________
Is your firm a Woman-owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (DSBSD)? Yes__X___ No____ If yes, certification number: __658214__________ Certification date:__August 2015____________
Is your firm a Minority-Owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (DSBSD)? Yes____ No_X____ If yes, certification number: ____________ Certification date:______________
Instructions: Populate the table below to show your firm's plans for utilization of small, women-owned and minority-owned business enterprises in the performance of the contract. Describe plans to utilize SWAMs businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.
Small Business: "Small business " means a business, independently owned or operated by one or more persons who are citizens of the United States or non-citizens who are in full compliance with United States immigration law, which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years.
Woman-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more women, and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM
Program, all certified women-owned businesses are also a small business enterprise.
Minority-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more minorities or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more minorities and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM Program, all certified minority-owned businesses are also a small business enterprise.
All small, women, and minority owned businesses must be certified by the Commonwealth of Virginia Department of Small Business and Supplier Diversity (DSBSD) to be counted in the SWAM program. Certification applications are available through DSBSD at 800-223-0671 in Virginia, 804-786-6585 outside Virginia, or online at http://www.sbsd.virginia.gov/ (Customer Service).
9
Procurement Name and Number: Audio Visual Event Rental Services – RFP-FDC 867 Listing of Sub-Contractors, to include, Small, Woman Owned and Minority Owned Businesses
for this Bid/Proposal and Subsequent Contract Offeror / Proposer: The AV Company 1205 Five Springs Road, Charlottesville, VA 22902 Jason Rethemeyer Firm Address Contact Person/No.
Sub-Contractor’s Name and Address
Contact Person & Phone Number
DSBSD Certification Number
Services or Materials Provided
Total Subcontractor Contract Amount (to include change
orders)
Total Dollars Paid Subcontractor to
date (to be submitted with request for payment
from JMU)
NOT APPLICABLE
TAV HAS NO PLANS TO USE SUBCONTRACTORS
(Form shall be submitted with proposal and if awarded, again with submission of each request for payment)
_9/2/2015____________ Date Form Completed
10
TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Group Cat Item LIST PRICE JMU PRICE (25% Off)Audio Accessories Direct Box - Active $30 $23Audio Accessories Direct Box - Passive $20 $15Audio Accessories PC Audio Adapter $40 $30Audio Microphone Conference One Microphone System $675 $506Audio Microphone Countrymen Mic $75 $56Audio Microphone Drum Mic Kit $150 $113Audio Microphone Goose Neck Microphone Stands $8 $6Audio Microphone Microphone - Boundary $35 $26Audio Microphone Microphone - Chairman Console C1 $85 $64Audio Microphone Microphone - Choir $85 $64Audio Microphone Microphone - Delegate Console C1 $65 $49Audio Microphone Microphone - Shotgun with shock mount $60 $45Audio Microphone Microphone - Slimline 12'' $35 $26Audio Microphone Microphone - SM57 $35 $26Audio Microphone Microphone - SM58 $35 $26Audio Microphone Microphone - SM58 Switched $35 $26Audio Microphone Microphone - ULXP4 Wireless System $125 $94Audio Microphone Microphone Stand - Boom $8 $6Audio Microphone Microphone Stand - Telescopic $8 $6Audio Microphone Microphone Stands Table Top $8 $6Audio Microphone Shure Beta 52A $40 $30Audio Microphone Shure Beta 58A $40 $30Audio Microphone Shure Beta 91A $60 $45Audio Microphone Shure Beta 98A $60 $45Audio Microphone Slimline 18 Mini Flex Podium Microphone" $35 $26Audio Misc Hearing Impaired System Headset $35 $26Audio Misc Hearing Impaired System Transmitter $250 $188Audio Misc Press Box - 24 Channel $125 $94Audio Misc Press Box 12 Channel $75 $56Audio Mixer Mixer - 12 channel Mic/Line $75 $56Audio Mixer Mixer - 16 channel Mic/Line $110 $83Audio Mixer Mixer - 24 Channel $150 $113Audio Players CD Recorder/Player $55 $41Audio Recorders Recorder - Digital $90 $68
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Audio Speaker 4/2 JBL VRX System $850 $638Audio Speaker 6/2 JBL VRX System $1,200 $900Audio Speaker 6/4 JBL VRX System $1,400 $1,050Audio Speaker 8/2 JBL VRX System $1,400 $1,050Audio Speaker 8/4 JBL VRX System $1,700 $1,275Audio Speaker Apogee APL 500 Powered Speaker-Head Unit $250 $188Audio Speaker Apogee Sound System $800 $600Audio Speaker Apogee Speaker Stands $45 $34Audio Speaker Apogee Sub Woofer $200 $150Audio Speaker Bose MA12EX Sound Package $850 $638Audio Speaker Flying T" Bar (JBL Array)" $45 $34Audio Speaker JBL Speaker Cranks $45 $34Audio Speaker Speaker - 15'' Powered with Bag w/tripod stand $100 $75Audio Speaker Speaker - BOSE Loudspeaker (3 parts) $195 $146Audio Speaker Speaker - SubWoofer JBL VRX918SP $175 $131Audio Speaker Speaker - VRX900 Head Unit $175 $131Audio Speaker Stand-JBL Bass/Sub Poles $15 $11Audio Speaker Stand-Mackie Bass/Sub Poles $15 $11Audio Speaker Sub Woofer - 18'' Powered $125 $94Audio Speaker Tripod/Stand - Speaker $15 $11Audio Speaker Tripod/Stand - Speaker JBL $15 $11Audio Digital Mixer Digital Snake (Front of House Unit) $175 $131Audio Digital Mixer Digital Snake Remote Control $15 $11Audio Digital Mixer Digital Snake-Stage Unit $175 $131Audio Digital Mixer REAC Cable w/Spool 100m $15 $11Audio Digital Mixer Roland 16/32 Channel Digital Mixer $350 $263Audio Digital Mixer Roland 24 Channel Digital Mixer $850 $638Cables AC Cables 3 Phase Distro Box $250 $188Cables AC Cables 5 Wire Banded Feeder Cable 100' $150 $113Cables AC Cables AC Adapter - 6 Socket with 25' AC $15 $11Cables AC Cables AC Adapter 3 Socket (Black) $5 $4Cables AC Cables AC Adapter 3 Socket (White) $5 $4Cables AC Cables AC Cable - 100' Black $15 $11Cables AC Cables AC Cable - 100' White $25 $19Cables AC Cables AC Cable - 25' Black $15 $11Cables AC Cables AC Cable - 25' White $15 $11
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Cables AC Cables AC Cable - 50' Black $15 $11Cables AC Cables AC Cable - 50' White $15 $11Cables AC Cables AC Power Connector $15 $11Cables AC Cables SOCA PAX 100' (BLK) $150 $113Cables AC Cables SOCA PAX 100' (WHT) $150 $113Cables AC Cables Surge Protector (Black) $15 $11Cables AC Cables Surge Protector (White) $15 $11Cables AC Cables Wall Mount 6-Pack (WHT) $15 $11Cables Audio Cables 1/4'' to 1/4'' Cable - 6' $15 $11Cables Audio Cables 1/8 Stereo Male to Female 1/8" Stereo" $15 $11Cables Audio Cables 1/8 to Dual RCA 6'" $15 $11Cables Audio Cables Audio Snake - 16 Channel $75 $56Cables Audio Cables C1-B Cable for Delegate Mic System 10m $15 $11Cables Audio Cables Conference One Cable Adapter $15 $11Cables Audio Cables RCA Composite A/V Cable $15 $11Cables Audio Cables RCA Dual to RCA Dual, 10' $15 $11Cables Audio Cables RCA Dual to RCA Dual, 4' $15 $11Cables Audio Cables RCA to RCA (single) 10' $15 $11Cables Audio Cables RCA to RCA (single) 4' $15 $11Cables Audio Cables XLR Cable - 100' $25 $19Cables Audio Cables XLR Cable - 25' $15 $11Cables Audio Cables XLR Cable - 50' $15 $11Cables Audio Cables XLR Cable 10' - Black $15 $11Cables Audio Cables XLR Cable 3' - Black $15 $11Cables Audio Cables XLR Cable 6' - Black $15 $11Cables Audio Cables XLR Male to Mono 1/4 Male" $15 $11Cables Audio Cables XLR Male to Stereo 1/4 Male 6'" $15 $11Cables Audio Cables XLR Y Cable Female to (2) Male $15 $11Cables Audio Cables XLR Y Cable Male to (2) Female $15 $11Cables Audio Cables Y cable - Stereo 1/4'' Male to (2) 1/4'' Male Mono $15 $11Cables DMX Cables DMX Cable 10' $15 $11Cables DMX Cables DMX Cable 25' $15 $11Cables DMX Cables DMX Cable 5' $15 $11Cables DMX Cables DMX Cables 50' $15 $11Cables DMX Cables DMX Datastream Splitter $45 $34
13
TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Cables V Cables 1/8 Video Male to 3 RCA, 6'" $15 $11Cables V Cables BNC Cable - 50' Black $15 $11Cables V Cables BNC Cable - 6' Black $15 $11Cables V Cables BNC Cable -100' Black $25 $19Cables V Cables CAT5 Cable, 100' $25 $19Cables V Cables Cat5 Cable, 25' $15 $11Cables V Cables Cat5 Cable, 50' $15 $11Cables V Cables Cat5 Cable-6' $15 $11Cables V Cables Coaxial Cable, 100' $25 $19Cables V Cables Coaxial Cables 6' $15 $11Cables V Cables Component Video Cable 4' $15 $11Cables V Cables Firewire 6' 6pin to 6pin $15 $11Cables V Cables FIREWIRE CABLE 10' $15 $11Cables V Cables HDMI to DVI Cable $15 $11Cables V Cables RGBHV Cable - 100' - Black $15 $11Cables V Cables RGBHV Cable - 6' - Black $15 $11Cables V Cables S Video Cable, 3' $15 $11Cables V Cables USB (A) TO USB (B) $15 $11Cables V Cables XGA Cable - 100' $25 $19Cables V Cables XGA Cable - 50' $15 $11Cables V Cables XGA Cable 6' (male to female) $15 $11Cables V Cables XGA Cable w/stereo Mini - 25' $15 $11Cables V Cables XGA Cable, 75' $15 $11Cables V Cables XGA Cables 6' Black (male to male) $15 $11Cables V Cables XGA Female to BNC Female $15 $11Cables V Cables XGA Male to Component Video (RGB), 4' $15 $11Cables V Cables XGA to 5 BNC Female $15 $11Cables V Cables XGA to 5 BNC -Male 1' $15 $11Cables V Cables XGA TO RGBHV 50' $15 $11Draping Packages 10' Draping Package $175 $131Draping Packages 10' Draping Package - ADDON $175 $131Draping Packages 100' Draping Package $1,750 $1,313Draping Packages 20' Draping Package $350 $263Draping Packages 20' Draping Package - ADDON $350 $263Draping Packages 50' Draping Package $875 $656Draping Packages 50' Draping Package - ADDON $875 $656
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Furnishings &Office A/V Carts (Short) $25 $19Furnishings &Office A/V CARTS (Tall) $35 $26Furnishings &Office Corkboard 3x5 $85 $64Furnishings &Office Document Camera $125 $94Furnishings &Office Dry Erase Wheeled Casters w/ markers $195 $146Furnishings &Office Dry Erase White Board on Easels $85 $64Furnishings &Office Easel (Tripod) $15 $11Furnishings &Office Fax/Copy Machine $75 $56Furnishings &Office Flip Chart Easel w/markers & paper $52 $39Furnishings &Office Flipchart Easel (Hardback) $20 $15Furnishings &Office Free Standing Cork Boards w/pins DBL SIDED $85 $64Furnishings &Office Laptop $150 $113Furnishings &Office Laser Pointer- Green $35 $26Furnishings &Office Mouse - Wireless Presentation $25 $19Furnishings &Office Mouse - Wireless Presentation $25 $19Furnishings &Office Mouse - Wireless Presentation $105 $79Furnishings &Office Podium - Table Top $35 $26Furnishings &Office Podium Standing Lucite $105 $79Furnishings &Office Polycom - Soundstation $80 $60Furnishings &Office Printer - HP Laser Jet $75 $56Furnishings &Office Printer - HP Laser Jet 4000N $75 $56Furnishings &Office Shredder - Paper and CD/DVD $125 $94Furnishings &Office Speaker Timer $65 $49Furnishings &Office Walkie-Talkies (w/handsfree adaptors,charger, $45 $34Furnishings &Office Welt Stand (small) $15 $11Furnishings &Office Welt Stands $15 $11Lighting Control 48 Chan Light Board $90 $68Lighting Control Computer Control Board $250 $188Lighting Control Stage Setter 8 $65 $49Lighting Dimmer Dimmer - Lutron 600 Watt $75 $56Lighting Dimmer Dimmer - Lutron 2000 watt $75 $56Lighting Dimmer Dimmer Pack (8 Socket) $75 $56Lighting Dimmer Dimmer Pack 4x600W $75 $56
15
TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Lighting Fixture Airstar Crystal 160 - 62 Diameter" $650 $488Lighting Fixture AirStar Lighting Package $750 $563Lighting Fixture Airstar Lunix 200 Light Ball $750 $563Lighting Fixture Chauvet Abyss LED 2.0 $65 $49Lighting Fixture COLORado 1Tour LED $95 $71Lighting Fixture Ellipsoidal - 26 degrees - White $90 $68Lighting Fixture Ellipsoidal - 50 degrees - White $90 $68Lighting Fixture Ellipsoidal 26 Degrees-Black $90 $68Lighting Fixture Intelligetn Lighting - Design Spot 250 $325 $244Lighting Fixture Mac600 Moving Light Fixture $375 $281Lighting Fixture MBT Par 38SKIT $50 $38Lighting Fixture Opti Par 575 W - Black $60 $45Lighting Fixture Opti Par 575 W -White $60 $45Lighting Fixture Par 38-Black $50 $38Lighting Fixture Par Can 56 - White $65 $49Lighting Fixture Par Can 64 - Black $65 $49Lighting Fixture Pin Spots Par 36 - White $65 $49Lighting Fixture Tri LED Light Black $95 $71Lighting Fixture TRI LED WHITE $95 $71Lighting Fog Fog Machine $75 $56Rigging Clamp Air Wall Hangers $15 $11Rigging Clamp Beam Clamps $10 $8Rigging Clamp Cheeseboro Clamp, 90deg Lock, Steel $5 $4Rigging Clamp Cheeseboro Clamps 90deg Lock - Black $5 $4Rigging Clamp Cheeseboro Coupler, Steel $5 $4Rigging Clamp Cheeseboro, Black, Coupler $5 $4Rigging Clamp Cheeseboro, Straight, Steel $5 $4Rigging Clamp Mega Clamps (Black) $5 $4Rigging Clamp Mega Clamps-STEEL $5 $4Rigging Clamp Micro Clamps (Black) $5 $4Rigging Clamp Micro Clamps (Steel) $5 $4Rigging Clamp Mini Clamps $5 $4Rigging Clamp Pipe to Clamp Adaptor $15 $11Rigging Clamp Steering Wheels $5 $4
16
TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Rigging Clamp Tent Side Pole Coupler 2.5" $15 $11Rigging Clamp Tent Side Pole Coupler 3 1/2" $15 $11Rigging Clamp Tent Side Pole Coupler 4 1/2" $15 $11Rigging Clamp Wide C Clamps (Black) $10 $8Rigging Clamp Wood Base Plates for Lights $5 $4Rigging Misc Sandbag 25# $15 $11Rigging Pipes 1 1/2 Pipe (Threaded), 4'" $5 $4Rigging Pipes 1 1/2 Pipe (Threaded), 6'" $5 $4Rigging Pipes 1 1/4 Pipe (Threaded), 3'" $5 $4Rigging Pipes 1 Pipe (Threaded), 2'" $5 $4Rigging Pipes 1 Pipe (Threaded), 5'" $5 $4Rigging Pipes 1 Pipe (Threaded), 6'" $5 $4Rigging Pipes 1 Pipe (Unthreaded), 3'" $5 $4Rigging Pipes 1/2 Pipes (Sectional), 9'" $5 $4Rigging Pipes 2 Pipe (Threaded), 10'" $5 $4Rigging Pipes 2 1/2 Pipe (Threaded), 6'" $5 $4Rigging Pipes 2 Pipe (Threaded), 3'" $5 $4Rigging Pipes 2 Pipe (Threaded), 5'" $5 $4Rigging Pipes 2 Pipe (Unthreaded), 3.5'" $5 $4Rigging Pipes 2 Pipe (Unthreaded), 5'" $5 $4Rigging Pipes 3/4 Pipe (Threaded), 2'" $5 $4Rigging Pipes Adjustable Bars 16' $25 $19Rigging Pipes Draping Crossbar $10 $8Rigging Pipes Draping Upbars $8 $6Rigging Stands Boom and Base Light Stand $95 $71Rigging Stands Genie Lift (20' Max) $250 $188Rigging Stands Lighting T-Bars $35 $26Rigging Truss Box Truss Baseplates $25 $19Rigging Truss Truss Picks $15 $11Rigging Truss Trussing 1m Sections (Box) $50 $38Rigging Truss Trussing 1m Sections (Flat) $25 $19Rigging Truss Trussing 2m Sections (Box) $65 $49Rigging Truss Trussing 2m Sections (Flat) $40 $30Rigging Truss Trussing 3m Sections (Box) $75 $56Rigging Truss Trussing 3m Sections (Flat) $50 $38Rigging Truss Trussing 3-Way Corners (Box) $50 $38
17
TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Video Accessories Camera Tripod - Medium Duty $25 $19Video Accessories DA - VGA Distribution Amp- Kramer $50 $38Video Accessories DA - VGA Distribution Amplifier $50 $38Video Accessories Digital Camera Tripod $25 $19Video Accessories Plasma Mounts/Brackets $25 $19Video Accessories Universal Projector Mount (Spider) $35 $26Video Accessories Video DA $50 $38Video Camera Canon XL2 Mini DV Camera w/ Tripod $275 $206Video Camera JVC DV Camcorder $325 $244Video Camera Panasonic HD Camera $550 $413Video Displays Display - 26'' LCD Monitor $175 $131Video Displays Display - 32'' LCD Monitor $200 $150Video Displays Display - 42'' Plasma w/ speakesrs $300 $225Video Displays LCD 22 DISPLAY" $150 $113Video Displays Monitor - Trinitron Color Monitors 9' $75 $56Video Displays Sharp Aquos 60 LED Monitor" $650 $488Video Lighting Arri Light Kit $175 $131Video Package 1-Camera Production, Daily $1,500 $1,125Video Players Blu-Ray Player $75 $56Video Players Professional DVD Player $75 $56Video Recording Digital Video Recording Package $700 $525Video Recording DVCam Recorder $150 $113Video Screen 10.5x14' Frame and Bottom Skirt $235 $176Video Screen 10x16 Ft. Screen $475 $356Video Screen 6x8 Frame and Bottom Skirt $210 $158Video Screen 7x10 Frame and Bottom Skirt $225 $169Video Screen 8' Diplomat Screen w/ Bottom Black Skirts $75 $56Video Screen 9x12 Fast Fold Frame and Bottom Skirt $225 $169Video Screen 9x16 Inflatable Screen Kit $450 $338Video Screen Adjustable Dress Kits (Blue) - 6x8 to 10.5x14 $175 $131Video Screen Dress Kit (Blue) adjustable $175 $131Video Screen Dress Kit, 6x8 (Black) $125 $94Video Screen Dress Kits (Black) - 10.5x14 $200 $150Video Screen Dress Kits (Black) - 9x12 $175 $131Video Screen Insta Theater Screen - 6' $75 $56Video Screen Insta Theater Screen -5' $75 $56
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TAV ATTACHMENT A - TAV PRICELIST
Telephone: 434.977.8288Fax: 434.977.1988
Email: [email protected]
Video Stands Display Stand - Wheels w/ shelf $100 $75Video Switcher Production Video Mixer with Monitor and Effects $950 $713Video Switcher Switcher / Scaler - Computer $350 $263Video Video ConferencinLifeSize Video Conference Unit $550 $413Video Projector Dell 3500 lumen projector $250 $188Video Projector Panasonic 5500 Lumen Projector $450 $338Video Projector Panasonic 7000 Lumens $550 $413Video Projector Projector - 3000 Lumen LCD $250 $188Video Projector Projector - Barco RLM 12 - with lens $1,250 $938Video Projector Projector - DLP 3000 Lumen $250 $188Video Projector Sanyo HD 5000 Lumen Projector $550 $413
LABOR -(Price is per man/ per hour)Specialized Engineet Technician - Audio, Video & Lighting $90 75.00$
Technician Labor - General AV $60 $50
CUSTOM SERVICES
The AV Compnay can work with you to design and customize the technical requirements of your event. Please call to arrange for a consultation.
19
the AV company1205 Five Springs Road QUOTECharlottesville, VA 22902
Voice: (434) 977-8288Fax: (434) [email protected]
www.theAVcompany.net Job #: 151066-1
INVOICE TO: DELIVERY ADDRESS:Order Status: InquirySales Person: JF LegaultJames Madison University JMU - Festival Conference and Student Ct
Last Updated: SEP 8 15 12:44Procurement Services 1301 Carrier Drive752 Ott Street - Wine Price Bldg Harrisonburg, VA 22807First FloorHarrisonburg, VA 22807
PO:ATTENTION: Event Planner JOB SITE: JMU - Festival Conference and Student CtCUSTOMER #:PHONE: (434) 555-1212 Ext: ROOM: Ballrom B TERMS: Net-15FAX: CONTACT: Bob DavisEMAIL: [email protected] PHONE: (540) 568-1715 CELL:
ORDER DATE & TIME: Delivery DATE & TIME: Set Up DATE & TIME: DELIVERY VIA:JAN 1 16 09:00 JAN 1 16 10:30SEP 8 15 10:52:54
Show Time DATE & TIME: Strike DATE & TIME: Return DATE & TIME: RETURN VIA:JAN 1 16 12:00 JAN 1 16 19:30 JAN 1 16 21:30
JOB DESCRIPTION: Small ConferenceEQUIPMENTQTY DESCRIPTION DUR UNIT $ EXTENDED DISC NET
PACKAGE1 NOT SO SMALL MTG PKG-SOUND-UPGRADE 1.0 d 315.00 315.00 25% 236.25
Package includes: (2) Bose tower speakersystem, (1) wireless microphone system(handheld or lavaliere), all cables andconnectors.**USE LESS THAN 10A @ 120V**
1 NOT SO SMALL MTG PKG-PROJECTION 1.0 d 275.00 275.00 25% 206.25Package includes: (1) 4500 lumen projector,(1) 8'x8' tripod screen w/black bottom skirt,(1) wireless presenter, (1) laser pointer,all cables and connectors.**USES LESS THAN 10A @ 120V**
PACKAGE Subtotal: 590.00PACKAGE Discount: (147.50)
PACKAGE Total: $442.50
Equipment Subtotal: 590.00Equipment Discount: (147.50)
Equipment Total: $442.50
LABORDATE TIME QTY PERSONNEL/TASK DURATION UNIT PRICE EXTENDED
JAN 1 16 09:00 1 R & S Operator-Set 1.00Hours 50.00 50.00JAN 1 16 19:30 1 R & S Operator-Strike 1.00Hours 50.00 50.00
Labor Total: $ 100.00
Quotation Updated on SEP 8 15 at 12:44 1
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www.theAVcompany.net Job #: 151066-1
EQUIPMENT TOTAL: $442.50LABOR TOTAL: $100.00
GRAND TOTAL: $542.50PAID TO DATE: $ 0.00
BALANCE: $ 542.50
Customer Signature
Customer Printed Name Date
Quotation Updated on SEP 8 15 at 12:44 1
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the AV company1205 Five Springs Road QUOTECharlottesville, VA 22902
Voice: (434) 977-8288Fax: (434) [email protected]
www.theAVcompany.net Job #: 151068-1
INVOICE TO: DELIVERY ADDRESS:Order Status: InquirySales Person: JF LegaultJames Madison University James Madison University
Last Updated: SEP 8 15 12:45Procurement Services 800 South Main Street752 Ott Street - Wine Price Bldg Harrisonburg, VA 22807First FloorHarrisonburg, VA 22807
PO:ATTENTION: Event Planner JOB SITE: James Madison University CUSTOMER #:PHONE: (434) 555-1212 Ext: ROOM: Godwin Field 60x120 TENT TERMS: Net-15FAX: CONTACT:EMAIL: [email protected] PHONE: CELL:
ORDER DATE & TIME: Delivery DATE & TIME: Set Up DATE & TIME: DELIVERY VIA:JAN 1 16 10:00 JAN 1 16 12:00 Our TrucksSEP 8 15 12:34:29
Show Time DATE & TIME: Strike DATE & TIME: Return DATE & TIME: RETURN VIA:JAN 2 16 18:00 JAN 2 16 23:30 JAN 4 16 04:00 Our Trucks
JOB DESCRIPTION: Large Event Quote SampleEQUIPMENTQTY DESCRIPTION DUR UNIT $ EXTENDED DISC NET
AUDIO2 Shure 18" Podium Microphone 1.0 d 35.00 70.00 25% 52.50
SlimLine 18" Flexable Podium Microphone1 Roland 16/32 Channel Digital Mixer 1.0 d 350.00 350.00 25% 262.502 Renkus Heinz ICLive Speaker System 1.0 d 550.00 1,100.00 25% 825.00
Includes: One (1) Speaker Head and One (1)Sub Unit.
6 ULXP4 Wireless System 1.0 d 125.00 750.00 25% 562.50AUDIO Subtotal: 2,270.00AUDIO Discount: (567.50)
AUDIO Total: $1,702.50OFFICE/COMPUTER1 Macbook Pro 1.0 d 150.00 150.00 25% 112.50
Image MappingOFFICE/COMPUTER Subtotal: 150.00OFFICE/COMPUTER Discount: (37.50)
OFFICE/COMPUTER Total: $112.50PRESENTATION1 Standing Lucite Podium 1.0 d 105.00 105.00 25% 78.75
PRESENTATION Subtotal: 105.00PRESENTATION Discount: (26.25)
PRESENTATION Total: $78.75CABLES1 Misc Cables & Hardware 1.0 d 25%
CABLES Total: $0.00LIGHTING4 Ellipsoidal - 26 degrees - White 1.0 d 60.00 240.00 25% 180.00
4 - Stage Spots14 TRI LED WHITE 1.0 d 65.00 910.00 25% 682.50
Up light the ceiling of the tent4 TRI LED WHITE 1.0 d 65.00 260.00 25% 195.00
2 Band Wash / 2 Bar Wash2 Dimmer Pack 4x600W 1.0 d 75.00 150.00 25% 112.5018 COLORado 1Tour LED 1.0 d 60.00 1,080.00 25% 810.00
Quotation Updated on SEP 8 15 at 12:45 122
www.theAVcompany.net Job #: 151068-114 - Up light columns - Cocke Hall / Old Cabell / Rouss4 - Up light the Clover Columns
1 Martin M2GO Lighting Console 1.0 d 550.00 550.00 25% 412.50LIGHTING Subtotal: 3,190.00LIGHTING Discount: (797.50)
LIGHTING Total: $2,392.50VIDEO2 Barco RLM12K Projector with Short Throw Lens 1.0 d 1,250.00 2,500.00 25% 1875.001 Analogway NexTage 1.0 d 650.00 650.00 25% 487.50
VIDEO Subtotal: 3,150.00VIDEO Discount: (787.50)
VIDEO Total: $2,362.50DECOR4 Custom Beaded Crystal Columns 1.0 d 175.00 700.00 25% 525.00
with LED down lights1 Fabric Divider - Tendo 60'x27' 1.0 d 950.00 950.00 25% 712.50
Includes Projection Screen30 DAY CANCELLATION REQUIRED
1 Stage Set 1.0 d 750.00 750.00 25% 562.50Clover ColumnsNON-CANCELLABLE
DECOR Subtotal: 2,400.00DECOR Discount: (600.00)
DECOR Total: $1,800.00ELECTRICAL1 ELECTRICAL REQUIRMENTS 1.0 d 25%
We will require the following electrical services:8 - 20A @120 voltsOR1 - 30A @ 240 volts - 3 phase Cam Lok connection
ELECTRICAL Total: $0.00
Equipment Subtotal: 11,265.00Equipment Discount: (2,816.25)
Equipment Total: $8,448.75
LABORDATE TIME QTY PERSONNEL/TASK DURATION UNIT PRICE EXTENDED
JAN 1 16 08:00 5 Technician - Rental & Staging-Se... 10.00Hours 50.00 2,500.00JAN 2 16 12:00 3 Technician - Rental & Staging-Se... 6.00Hours 50.00 900.00JAN 2 16 18:00 2 Technician - Rental & Staging-S... 5.50Hours 50.00 550.00JAN 2 16 23:30 5 Technician - Rental & Staging-Br... 2.83Hours 50.00 707.50
Labor Total: $ 4,657.50
EQUIPMENT TOTAL: $8,448.75LABOR TOTAL: $4,657.50
GRAND TOTAL: $13,106.25PAID TO DATE: $ 0.00
BALANCE: $ 13,106.25
Customer Signature
Customer Printed Name Date
Quotation Updated on SEP 8 15 at 12:45 1
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Request for Proposal
RFP FDC-867
Audio Visual Event Rental Services
August 13, 2015
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. Rev. 7/1/15 (Previous Rev 6/15/15) ABS
REQUEST FOR PROPOSAL RFP # FDC-867
Issue Date: August 13, 2015
Title: Audio Visual Event Rental Services
Issuing Agency: Commonwealth of Virginia James Madison University Procurement Services MSC 5720
752 Ott Street, Wine Price Bldg. First Floor, Suite 1023 Harrisonburg, VA 22807
Period of Contract: From Date of Award Through One Year (Renewable)
Sealed Proposals Will Be Received Until 2:00 p.m. on September 3, 2015 For Furnishing The Services Described Herein.
SEALED PROPOSALS MAY BE MAILED, EXPRESS MAILED, OR HAND DELIVERED DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE.
All Inquiries For Information and Clarification Should Be Directed To: Doug Chester, Buyer Senior, VCO, CUPO, Procurement Services, [email protected] 540/568-4272 (Fax) 540/568-7936 not later than five business days before the proposal closing date.
NOTE: THE SIGNED PROPOSAL AND ALL ATTACHMENTS SHALL BE RETURNED In compliance with this Request for Proposal and to all the conditions imposed herein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.
Name and Address of Firm:
By: (Signature in Ink) Name:
(Please Print) Title:
Date: Phone:
Web Address: Fax #:
Email:
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1_____ #2_____ #3_____ #4_____ #5_____ (please initial) SMALL, WOMAN OR MINORITY OWNED BUSINESS: � YES; � NO; IF YES ⇒⇒ � SMALL; � WOMAN; � MINORITY IF MINORITY: � AA; � HA; � AsA; � NW
REQUEST FOR PROPOSAL
RFP # FDC-867
TABLE OF CONTENTS
I. PURPOSE ................................................................................................................... Page 1
II. BACKGROUND ........................................................................................................ Page 1
III. SMALL, WOMAN-OWNED AND MINORITY PARTICIPATION ....................... Page 1
IV. STATEMENT OF NEEDS ......................................................................................... Pages 1 - 4
V. PROPOSAL PREPARATION AND SUBMISSION ................................................. Pages 4 - 6
VI. EVALUATION AND AWARD CRITERIA .............................................................. Pages 6 - 7
VII. GENERAL TERMS AND CONDITIONS ................................................................. Pages 7 - 13
VIII. SPECIAL TERMS AND CONDITIONS ................................................................... Pages 13 - 18
IX. METHOD OF PAYMENT ......................................................................................... Page 18
X. PRICING SCHEDULE ............................................................................................... Page 18
XI. ATTACHMENTS ....................................................................................................... Pages 18 - 23
A. Offeror Data Sheet
B. SWaM Utilization Plan
C. Sample of Standard Contract
D. Zone Map
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I. PURPOSE
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified sources to enter into a contract to provide on-demand Audio Visual Event Rental Services for James Madison University (JMU), an agency of the Commonwealth of Virginia. Initial contract shall be for one (1) year with an option to renew for four (4) additional one-year periods.
II. BACKGROUND
James Madison University (JMU) is a comprehensive public institution in Harrisonburg, Virginia with an enrollment of nearly 20,000 students and over 2,500 faculty and staff. JMU holds a large array of events, ranging from small dedications to large commencement ceremonies. Homecoming and family weekends, athletic auctions, scholarship dinners, CAA banquets, concerts, luncheon and dinner events are also held at JMU.
JMU has approximately 30 major events held on campus every year in addition to many minor events that have less audio/visual needs. The events are held all over campus and are hosted by various departments at JMU. Events may be annual or on a one-time basis. Previous audio/ visual needs include a simple speaker set-up for sound amplification in an outdoor space to an entire ballroom with light and sound requirements.
III. SMALL, WOMAN-OWNED AND MINORITY (SWAM) PARTICIPATION
It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages contractors to provide for the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other contractual opportunities. Attachment B contains information on reporting spend data with subcontractors.
IV. STATEMENT OF NEEDS
James Madison University wishes to secure the services of a professional audio visual firm with direct experience and expertise in the convention, event, or hospitality industry. The contractor shall furnish all labor, insurance, supervision, equipment, and incidentals necessary to provide audio visual services to the University. The University anticipates this RFP will result in multiple non-exclusive contract awards. Services will be provided on an on-call, as-needed basis throughout the term of the contract. There is no guarantee of the number of events and/or services required from any vendor(s) awarded a contract as a result of this RFP. James Madison University reserves the right to obtain other cost estimates prior to authorizing work, and to solicit any project separate and apart from the resulting contract(s) as may be deemed in the best interest of the University. James Madison University reserves the right to request a quotation from one or more contractors with which the University has a contract. The contractor shall develop clear, concise, and professional quality written quotes containing firm pricing for each event for review and acceptance by James Madison University. Upon approval of the quotation received by the University, an Agency Purchase Order will be issued as authority to proceed with the work. NO WORK IS TO BE UNDERTAKEN BY THE CONTRACTOR UNTIL A WRITTEN PURCHASE ORDER HAS BEEN RECEIVED. Contractor shall not perform work or include additional equipment which would result in exceeding the dollar limitation of the purchase order without first having obtained written approval from the University.
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James Madison University will not provide labor for the loading and unloading of equipment or any other associated task. UNDER NO CIRCUMSTANCES SHALL CONTRACTOR UTILIZE STUDENT, PAID OR VOLUNTEERS, TO PROVIDE LABOR FOR THE DURATION OF THE CONTRACT TERM. All labor shall be the sole responsibility of the Contractor. It is the standard practice of the University to be invoiced in full after the services have been provided with no up-front deposit put down on a project. Events Planned for 2016: March 14-18: Madison Week
March 18: Stewardship Luncheon
April 9: Madipalooza Festival
May 5: Graduate Commencement Ceremony*
May 6: University Ceremony and College of Business ceremony*
May 7: Undergraduate Commencement Ceremonies*
August 19: Faculty/Staff Picnic
September 10: Centennial Celebration Alumni Association
September 30-October 2: Family Weekend (estimated)
October 14-16: Homecoming (estimated)
*Spring Commencement Ceremony Locations: Wilson Quad, Duke Lawn, Soccer Complex, Rose Library Lawn, Convocation Center. Other events are held at Wilson Hall, the Madison Union Ballroom, and outdoor locations such as the Quad, the Commons and the Festival lawn. A map of the University may be found at: https://www.jmu.edu/map/. Room diagrams for event venues at the Festival Center at James Madison University are available at: http://info.jmu.edu/eventmanagement/festival-room-diagrams/ Offerors shall respond to each of the following: A. General:
1. All events held at James Madison University are of equal importance. Size of event does not
designate significance. Describe ability to provide all audio visual services for the following. Be specific in detailing the event from beginning to end:
a. Large arena concerts
b. Large scale events (e.g.: graduations, building dedications, and athletic banquets)
c. Small scale events (e.g.: presentations and meetings)
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2. Unanticipated events may be held with little to no notice. Describe the expected turnaround time for events at James Madison University and how tight deadlines are met.
3. Specify the approximate timeframe for individual event proposals to be submitted to JMU after
receiving a request. 4. Describe the dress code for event staff. Dress code is subject to approval by James Madison
University. All event personnel shall be easily and clearly identified, with the Contractor’s name visible at all times. Event personnel shall, upon request, present appropriate identification.
5. Describe in detail warranty given on all equipment and service. 6. Describe in detail cancellation requirements. 7. Identify any certifications and licenses that the contractor and/or employee(s) may currently hold. 8. Describe invoicing procedure. Provide sample invoice with proposal.
9. Describe how scheduling conflicts are handled and how your firm will ensure JMU events are
given top priority.
B. Equipment:
1. Describe ability to provide audio visual event services including but not limited to speakers, microphones, audio mixers, screens, projectors, lighting elements and equipment.
2. Describe ability to provide operational support equipment including but not limited to
scaffolding, extension cords, connectors, and patch cords. 3. Provide an itemized equipment rental list of all audio visual equipment available and associated
cost. All equipment rented by James Madison University shall be in good working condition and shall conform to any/all established manufacturer/industry standards.
4. Describe plan for delivery, set-up, tear-down and pick-up of equipment. Include the associated
cost in section X. Pricing Schedule below. 5. Describe ability to provide external media feeds.
C. Service:
1. Describe the training, expertise, and supervision of personnel employed by the contractor that may be assigned to service James Madison University.
2. Describe consultation and guidance that may be provided to James Madison University in
determining audio visual needs for specific events and locations. Describe ability to accommodate requests for site visits to make recommendations and suggestions concerning equipment needed.
3. Provide an example of a clear and concise written quote for both a small and large event. All
event quotes shall state all electrical needs. A diagram or drawing of the event site and equipment layout may be requested on an as needed basis.
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4. Provide primary contact for James Madison University audio visual event services. Each event shall have a designated site supervisor responsible for all managerial aspects of the specific site/event. Designated site supervisor shall be provided on each event quote.
5. Describe replacement of any malfunctioning/non-conforming equipment. List discounts that will
be given for any inconveniences. 6. Describe all other services provided and list any associated costs in section X. Pricing Schedule,
below.
7. Specify the expertise level and associated hourly rate for onsite technician(s). Provide an hourly rate in section X. Pricing Schedule.
V. PROPOSAL PREPARATION AND SUBMISSION Revised 6/15/15 ABS
A. GENERAL INSTRUCTIONS:
To ensure timely and adequate consideration of your proposal, offerors are to limit all contact, whether verbal or written, pertaining to this RFP to the James Madison University Procurement Office for the duration of this Proposal process. Failure to do so may jeopardize further consideration of Offeror’s proposal.
1. RFP Response: In order to be considered for selection, the Offeror shall submit a complete response to this RFP; and shall submit to the issuing Purchasing Agency:
a. One (1) original and twelve (7) copies of the entire proposal, INCLUDING ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with 3.f below.
b. One (1) electronic copy in WORD format or searchable PDF (CD or flash drive) of the entire proposal, INCLUDING ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with 3.f below.
c. Should the proposal contain proprietary information, provide one (1) redacted hard copy of the proposal and attachments with proprietary portions removed or blacked out. This copy should be clearly marked “Redacted Copy” on the front cover. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. JMU shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.
No other distribution of the proposal shall be made by the Offeror.
2. The version of the solicitation issued by JMU Procurement Services as amended by any addenda is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by JMU Procurement Services unless accepted in writing by the University. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, JMU reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal. If the modifications or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by Procurement Services.
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3. Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submissions of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.
b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.
c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at the appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.
d. As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an offeror to satisfy a “must” or “shall” requirement does not automatically remove that offeror from consideration; however, it may seriously affect the overall rating of the offeror’ proposal.
e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.
f. Ownership of all data, materials and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protection of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret materials submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection and return of the proposal.
4. Oral Presentation: Offerors who submits a proposal in response to this RFP may be required to give
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an oral presentation of their proposal to James Madison University. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. James Madison University will schedule the time and location of these presentations. Oral presentations are an option of the University and may or may not be conducted. Therefore, proposals should be complete.
B. SPECIFIC PROPOSAL INSTRUCTIONS:
Proposals should be as thorough and detailed as possible so that James Madison University may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:
1. Return RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required.
2. Plan and methodology for providing the goods/services as described in Section IV “Statement of Needs” of this Request for Proposal .
3. A written narrative statement to include, but not limited to the expertise, qualifications, and experience of the firm and resumes of specific personnel to be assigned to perform the work.
4. Offeror Data Sheet, included as Attachment A to this RFP.
5. Small Business Subcontracting Plan, included as Attachment B to this RFP. Offeror shall provide a Small Business Subcontracting plan which summarizes the planned utilization of Department of Small Business and Supplier Diversity (DSBSD)-certified small businesses which include businesses owned by women and minorities, when they have received Department of Small Business and Supplier Diversity (DSBSD) small business certification, under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000.
6. Identify the amount of sales your company had during the last twelve months with each VASCUPP Member Institution. A list of VASCUPP Members can be found at: www.VASCUPP.org.
7. Proposed Cost. See Section X. “Pricing Schedule” of this Request for Proposal.
VI. EVALUATION and AWARD CRITERIA
A. EVALUATION CRITERIA:
Proposals shall be evaluated by James Madison University using the following criteria:
1. Quality of products/services offered and suitability for the intended purposes.
2. Qualifications and experience of Offeror in providing the goods/services.
3. Specific plans or methodology to be used to perform the services.
4. Participation of Small, Women-Owned and Minority (SWAM) Businesses
5. Cost
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B. AWARD TO MULTIPLE OFFERORS: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.
VII. GENERAL TERMS AND CONDITIONS (Revised 7/1/15 ABS)
A. PURCHASING MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and Their Vendors and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the manual is available for review at the purchasing office. In addition, the manual may be accessed electronically at http://www.jmu.edu/procurement or a copy can be obtained by calling Procurement Services at (540) 568-3145.
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply with applicable federal, state and local laws and regulations.
C. ANTI-DISCRIMINATION: By submitting their proposals, offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §10 of the Rules Governing Procurement, Chapter 2, Exhibit J, Attachment 1 (available for review at http://www.jmu.edu/procurement). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (§6 of the Rules Governing Procurement)
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state
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law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.
F. DEBARMENT STATUS: By submitting their proposals, offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.
G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.
H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS RFPs: Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.
I. CLARIFICATION OF TERMS: If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.
J. PAYMENT:
1. To Prime Contractor:
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a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Rules Governing Procurement, Chapter 2, Exhibit J, Attachment 1 § 53; available for review at http://www.jmu.edu/procurement).
2. To Subcontractors:
a. A contractor awarded a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the Commonwealth for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or
(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.
3. Each prime contractor who wins an award in which provision of a SWAM procurement plan is a
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payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.
4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.
K. PRECEDENCE OF TERMS: : Paragraphs A through J of these General Terms and Conditions and the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors, shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.
L. QUALIFICATIONS OF OFFERORS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and the offeror shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. The Commonwealth further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Commonwealth that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.
M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.
N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Commonwealth.
O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.
2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:
a. By mutual agreement between the parties in writing; or
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or
c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the
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contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.
P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.
Q. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with§ 25 of the Rules Governing Procurement – Chapter 2, Exhibit J, Attachment 1, and 65.2-800 et. Seq. of the Code of Virginia (available for review at http://www.jmu.edu/procurement) The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.
MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:
1. Workers’ Compensation – Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirement under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia must be named as an additional insured and so endorsed on the policy.
4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)
R. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract over $50,000, as a result of this solicitation, the purchasing agency will publicly post such notice on the DGS/DPS eVA web site (www.eva.virginia.gov) for a minimum of 10 days.
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S. DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.
T. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.
U. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov , streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eprocurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected. Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:
Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:
a. For orders issued July 1, 2014 and after, the Vendor Transaction Fee is:
(i) Department of Small Business and Supplier Diversity (DSBSD)-certified Small Businesses: 1%, capped at $500 per order. (ii) Businesses that are not Department of Small Business and Supplier Diversity (DSBSD)-
certified Small Businesses: 1%, capped at $1,500 per order.
For orders issued prior to July 1, 2014 the vendor transaction fees can be found at www.eVA.virginia.gov.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and
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payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes.
V. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the Commonwealth of Virginia shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
W. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer prices in US dollars.
X. E-VERIFY REQUIREMENT OF ANY CONTRACTOR: Any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with James Madison University to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to any awarded contract.
VIII. SPECIAL TERMS AND CONDITIONS Revised 6/15/15 ABS
A. AUDIT: The Contractor hereby agrees to retain all books, records, systems, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The Commonwealth of Virginia, its authorized agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period.
B. CANCELLATION OF CONTRACT: James Madison University reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
C. IDENTIFICATION OF PROPOSAL ENVELOPE: The signed proposal should be returned in a separate envelope or package, sealed and identified as follows:
From: Name of Offeror Due Date Time
Street or Box No. RFP Number
City, State, Zip Code RFP Title
Name of Purchasing Officer:
The envelope should be addressed as directed on the title page of the solicitation.
The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other proposals should be placed in the envelope.
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D. LATE PROPOSALS: To be considered for selection, proposals must be received by the issuing office by the designated date and hour. The official time used in the receipt of proposals is that time on the automatic time stamp machine in the issuing office. Proposals received in the issuing office after the date and hour designated are automatically non-responsive and will not be considered. The University is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or the intra university mail system. It is the sole responsibility of the Offeror to ensure that its proposal reaches the issuing office by the designated date and hour.
E. UNDERSTANDING OF REQUIREMENTS: It is the responsibility of each offeror to inquire about and clarify any requirements of this solicitation that is not understood. The University will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation. Therefore, all inquiries deemed to be substantive in nature must be in writing and submitted to the responsible buyer in the Procurement Services Office. Offerors must ensure that written inquiries reach the buyer at least five (5) days prior to the time set for receipt of offerors proposals. A copy of all queries and the respective response will be provided in the form of an addendum to all offerors who have indicated an interest in responding to this solicitation. Your signature on your Offer certifies that you fully understand all facets of this solicitation. These questions may be sent by Fax to 540/ 568-7936 or 540/568-7935.
F. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth for a period of four (4) successive one year periods under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written notice of the Commonwealth's intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.
1. If the Commonwealth elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by no more than the percentage increase/decrease of the other services category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.
2. If during any subsequent renewal periods, the Commonwealth elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the other services category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.
G. SUBMISSION OF INVOICES: All invoices shall be submitted within sixty days of contract term expiration for the initial contract period as well as for each subsequent contract renewal period. Any invoices submitted after the sixty day period will not be processed for payment.
H. OPERATING VEHICLES ON JAMES MADISON UNIVERSITY CAMPUS: Operating vehicles on sidewalks, plazas, and areas heavily used by pedestrians is prohibited. In the unlikely event a driver should find it necessary to drive on James Madison University sidewalks, plazas, and areas heavily used by pedestrians, the driver must yield to pedestrians. For a complete list of parking regulations, please go to www.jmu.edu/parking; or to acquire a service representative parking permit, contact Parking Services at 540.568.3300. The safety of our students, faculty and staff is of paramount importance to us. Accordingly, violators may be charged.
I. COOPERATIVE PURCHASING / USE OF AGREEMENT BY THIRD PARTIES: It is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. Accordingly, any
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public body, (to include government/state agencies, political subdivisions, etc.), cooperative purchasing organizations, public or private health or educational institutions or any University related foundation and affiliated corporations may access any resulting contract if authorized by the Contractor.
Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the entities indicated above to purchase goods and services in accordance with contract terms. As a separate contractual relationship, the participating entity will place its own orders directly with the Contractor(s) and shall fully and independently administer its use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the University. No modification of this contract or execution of a separate agreement is required to participate; however, the participating entity and the Contractor may modify the terms and conditions of this contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Contractor.
The Contractor will notify the University in writing of any such entities accessing this contract. The Contractor will provide semi-annual usage reports for all entities accessing the contract. The University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the University is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.
Use of this contract(s) does not preclude any participating entity from using other contracts or competitive processes as needed.
J. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE:
1. It is the goal of the Commonwealth that 40% of its purchases are made from small businesses. This includes discretionary spending in prime contracts and subcontracts. All potential bidders/offerors are required to submit a Small Business Subcontracting Plan. Unless the bidder/offeror is registered as a Department of Small Business and Supplier Diversity (DSBSD)-certified small business and where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall not exclude DSBSD-certified women-owned and minority-owned businesses when they have received DSBSD small business certification. No bidder/offeror or subcontractor shall be considered a Small Business, a Women-Owned Business or a Minority-Owned Business unless certified as such by the Department of Small Business and Supplier Diversity (DSBSD) by the due date for receipt of bids or proposals. If small business subcontractors are used, the prime contractor agrees to report the use of small business subcontractors by providing the purchasing office at a minimum the following information: name of small business with the DSBSD certification number or FEIN, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product/service provided. This information shall be submitted to: JMU Office of Procurement Services, Attn: SWAM Subcontracting Compliance, MSC 5720, Harrisonburg, VA 22807.
2. Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution with every request for payment, evidence of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the small business subcontracting plan. This information shall be submitted to: JMU Office of Procurement Services, SWAM Subcontracting Compliance, MSC 5720, Harrisonburg, VA 22807. When such business has
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been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office at a minimum the following information: name of firm with the Department of Small Business and Supplier Diversity (DSBSD) certification number or FEIN number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product or service provided. Payment(s) may be withheld until compliance with the plan is received and confirmed by the agency or institution. The agency or institution reserves the right to pursue other appropriate remedies to include, but not be limited to, termination for default.
3. Each prime contractor who wins an award valued over $200,000 shall deliver to the contracting agency or institution with every request for payment, information on use of subcontractors that are not Department of Small Business and Supplier Diversity (DSBSD)-certified small businesses. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office at a minimum the following information: name of firm, phone number, FEIN number, total dollar amount subcontracted, and type of product or service provided. This information shall be submitted to: JMU Office of Procurement Services, Attn: SWAM Subcontracting Compliance, MSC 5720, Harrisonburg, VA 22807.
K. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms, and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services that are newly introduced during the term of this Agreement. Such additional goods and services will be provided to the University at favored nations pricing, terms, and conditions.
L. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.
M. PUBLIC POSTING OF COOPERATIVE CONTRACTS: James Madison University maintains a web-based contracts database with a public gateway access. Any resulting cooperative contract/s to this solicitation will be posted to the publicly accessible website. Contents identified as proprietary information will not be made public.
N. CRIMINAL BACKGROUND CHECKS OF PERSONNEL ASSIGNED BY CONTRACTOR TO PERFORM WORK ON JMU PROPERTY: The Contractor shall obtain criminal background checks on all of their contracted employees who will be assigned to perform services on James Madison University property. The results of the background checks will be directed solely to the Contractor. The Contractor bears responsibility for confirming to the University contract administrator that the background checks have been completed prior to work being performed by their employees or subcontractors. The Contractor shall only assign to work on the University campus those individuals whom it deems qualified and permissible based on the results of completed background checks.
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Notwithstanding any other provision herein, and to ensure the safety of students, faculty, staff and facilities, James Madison University reserves the right to approve or disapprove any contract employee that will work on JMU property. Disapproval by the University will solely apply to JMU property and should have no bearing on the Contractor’s employment of an individual outside of James Madison University.
O. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered.
P. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely
supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.
Q. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of
the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.
R. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under
any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Commonwealth by any other clause of this solicitation. A copy of this warranty should be furnished with the bid/proposal.
S. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.
T. KEYS: If the Contractor is given keys for this project, it is the Contractor's responsibility to return the keys when the contract is terminated, as well as for the safekeeping of the keys during the contract period. The Contractor shall not loan or duplicate the keys. In the event the Contractor loses the keys, they will be charged for the replacement of the keys and any locks which are rekeyed or replaced.
U. INSTALLATION: All items must be assembled and set in place, ready for use. All crating and other
debris must be removed from view of the event area.
V. STANDARDS OF CONDUCT: The work site will be occupied by students and University Personnel during the times work is performed. Contractor and Contractor’s personnel shall exercise a particularly high level of discipline, safety and cooperation at all times while on the job site. The Contractor shall be responsible for controlling employee conduct, for assuring that its employees are not boisterous or rude, and assuring that they are not engaging in any destructive or criminal activity. The Contractor is also
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responsible for ensuring that its employees do not disturb papers on desks, or open desk drawers, cabinets, or briefcases, or use State phones, and the like, except as authorized. James Madison University reserves the right to require the Contractor to remove any employee whose behavior is deemed unprofessional or objectionable.
W. ELECTRICAL EQUIPMENT STANDARDS: Contractor should make every effort to utilize equipment
and material that conforms to the standards of Underwriters Laboratory (UL), and bear the appropriate label.
X. EQUIPMENT INSPECTION: Prior to each event, the contractor shall demonstrate to the authorized
owners representative that the equipment is fully operational and in compliance with contract specifications. Any deficiencies shall be promptly corrected by the contractor.
IX. METHOD OF PAYMENT (Revised 2/5/15) ABS The contractor will be paid on the basis of invoices submitted in accordance with the solicitation and any
negotiations. James Madison University recognizes the importance of expediting the payment process for our vendors and suppliers. We are asking our vendors and suppliers to enroll in the Wells Fargo Bank single use Commercial Card Number process or electronic deposit (ACH) to your bank account so that future payments are made electronically. Contractors signed up for the Wells Fargo Bank single use Commercial Card Number process will receive the benefit of being paid in Net 15 days. Additional information is available online at: http://www.jmu.edu/acctgserv/expenditures/vendor_pay_methods.shtml
X. PRICING SCHEDULE (Revised 6/15/15) ABS
The offeror shall provide a comprehensive price list for equipment, labor, and delivery fees indicating one-time and on-going costs for your firm’s services. The resulting contract will be cooperative for the attached Zone Map, of which JMU falls within Zone 101. Specify zones in which offeror will provide serves under this contract.
XI. ATTACHMENTS
Attachment A: Offeror Data Sheet
Attachment B: Small, Women and Minority-owned Businesses (SWaM) Utilization Plan
Attachment C: Standard Contract Sample
Attachment D: Zone Map
ATTACHMENT A
OFFEROR DATA SHEET
TO BE COMPLETED BY OFFEROR
RETURN OF THIS PAGE IS REQUIRED
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1. QUALIFICATIONS OF OFFEROR: Offerors must have the capability and capacity in all respects to fully satisfy the contractual requirements.
2. YEARS IN BUSINESS: Indicate the length of time you have been in business providing these types of goods and services.
Years Months________
3. REFERENCES: Indicate below a listing of at least five (5) organizations, either commercial or governmental/educational, that your agency is servicing. Include the name and address of the person the purchasing agency has your permission to contact.
CLIENT LENGTH OF SERVICE ADDRESS CONTACT PERSON/PHONE #
4. List full names and addresses of Offeror and any branch offices which may be responsible for
administering the contract.
5. RELATIONSHIP WITH THE COMMONWEALTH OF VIRGINIA: Is any member of the firm an
employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the CODE OF VIRGINIA, SECTION 2.2-3100 – 3131? [ ] YES [ ] NO IF YES, EXPLAIN:
ATTACHMENT B
Small, Women and Minority-owned Businesses (SWaM) Utilization Plan
Revised 6/15/15 ABS
RETURN OF THIS PAGE IS REQUIRED
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Offeror Name: ____________________________________ Preparer Name: ___________________ Date: _________
Is your firm a Small Business Enterprise certified by the Department of Small Business and Supplier Diversity (DSBSD)? Yes_____ No_____ If yes, certification number: ____________ Certification date:______________
Is your firm a Woman-owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (DSBSD)? Yes_____ No_____ If yes, certification number: ____________ Certification date:______________
Is your firm a Minority-Owned Business Enterprise certified by the Department of Small Business and Supplier Diversity (DSBSD)? Yes____ No_____ If yes, certification number: ____________ Certification date:______________
Instructions: Populate the table below to show your firm's plans for utilization of small, women-owned and minority-owned business enterprises in the performance of the contract. Describe plans to utilize SWAMs businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.
Small Business: "Small business " means a business, independently owned or operated by one or more persons who are citizens of the United States or non-citizens who are in full compliance with United States immigration law, which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years.
Woman-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more women, and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM
Program, all certified women-owned businesses are also a small business enterprise.
Minority-Owned Business Enterprise: A business concern which is at least 51 percent owned by one or more minorities or in the case of a corporation, partnership or limited liability company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more minorities and whose management and daily business operations are controlled by one or more of such individuals. For purposes of the SWAM Program, all certified minority-owned businesses are also a small business enterprise.
All small, women, and minority owned businesses must be certified by the Commonwealth of Virginia Department of Small Business and Supplier Diversity (DSBSD) to be counted in the SWAM program. Certification applications are available through DSBSD at 800-223-0671 in Virginia, 804-786-6585 outside Virginia, or online at http://www.sbsd.virginia.gov/ (Customer Service).
ATTACHMENT B (CNT’D)
Small, Women and Minority-owned Businesses (SWaM) Utilization Plan
RETURN OF THIS PAGE IS REQUIRED
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Procurement Name and Number: ____________________________________ Listing of Sub-Contractors, to include, Small, Woman Owned and Minority Owned Businesses
for this Bid/Proposal and Subsequent Contract Offeror / Proposer: Firm Address Contact Person/No.
Sub-Contractor’s Name and Address
Contact Person &
Phone Number
DSBSD Certification
Number
Services or Materials
Provided
Total Subcontractor
Contract Amount (to include change
orders)
Total Dollars Paid Subcontractor to
date (to be submitted with request for payment
from JMU)
(Form shall be submitted with proposal and if awarded, again with submission of each request for payment)
Revised 6/15/15 (ABS)
________________ Date Form Completed
ATTACHMENT C
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COMMONWEALTH OF VIRGINIA STANDARD CONTRACT
Contract No.__________
This contract entered into this__________day of_______________20____,by hereinafter called the "Contractor" and Commonwealth of Virginia, James Madison University called the "Purchasing Agency".
WITNESSETH that the Contractor and the Purchasing Agency, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:
SCOPE OF CONTRACT: The Contractor shall provide the services to the Purchasing Agency as set forth in the Contract Documents.
PERIOD OF PERFORMANCE: From__________________ through__________________ The contract documents shall consist of:
(1) This signed form;
(2) The following portions of the Request for Proposals dated ____________________: (a) The Statement of Needs, (b) The General Terms and Conditions, (c) The Special Terms and Conditions together with any negotiated modifications of
those Special Conditions; (d) List each addendum that may be issued
(3) The Contractor's Proposal dated ____________________and the following negotiated
modification to the Proposal, all of which documents are incorporated herein. (a) Negotiations summary.
IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.
CONTRACTOR: PURCHASING AGENCY: By:________________________________________ By:___________________________________ (Signature) (Signature)
(Printed Name) (Printed Name)
Title:____________________________________ Title:__________________________________
ATTACHMENT D
Zone Map
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August 18, 2015
ADDENDUM NO.: ONE TO ALL OFFERORS: REFERENCE: Request for Proposal No: RFP# FDC-867 Dated: August, 13, 2015
Commodity: Audio Visual Event Rental Services RFP Closing On: September 03, 2015 at 2:00 p.m. (Eastern)
Please note the clarifications made on this proposal program:
1. Question: What is the correct number of proposal copies that we need to submit? Answer: You shall be required to submit one (1) original and seven (7) copies
of the proposal.
Signify receipt of this addendum by initialing “Addendum #1” on the signature page of your proposal. Sincerely, Doug Chester Buyer Senior Phone: (540-568-4272)
